Loading...
HomeMy WebLinkAboutCLK 03-15 City °0 T- Report to s _ �` Executive Committee PICKERING • Report Number: CLK 03-15 . Date: May 11, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: . Council Compensation Policy Recommendation: 1. . That Report CLK 03-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Council Compensation Policy, included as Attachment No.1 to this report be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: The Council Compensation Policy provides consistent rules and guidelines for Members of Council and City Staff with respect to salary, expenses and communications of elected officials. A review of the Council Compensation Policy is required every term of Council. The draft policy attached includes additions and deletions to previous policies, clarifications, updated terminology and formatting changes. Financial Implications: The attached draft Policy has been prepared in accordance with the Council approved Current and Capital budgets. The proposed dollar changes will be reflected in the 2016 Budget. Discussion: In accordance with the existing policy, a review of the Council Compensation Policy is undertaken every four years following the general municipal election. Changes to the Policy have been made in order to provide clarification, to update information, to reallocate items into accounts allotted for specific expenditures and to update terminology. Staffs review of the existing Policy has resulted in a number of changes to wording and formatting. The following list of revisions reflect the major changes to the Policy. 116 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 2 Additional changes not included in the list are minor, in order to provide clearer language and incorporate formatting changes. Attachment No. 2 to this report is the 2010 —2014 Council Compensation Policy for comparison purposes, with additional commentary on the changes made for the 2014—2018 Council Compensation Policy. Change Section Rationale for Change New/Old Policy Addition of Principles, 02 - New Added to the Policy so the public has a Council-approved statement that Members of Council are the stewards of City resources and are ultimately accountable to the public and their constituents for the type and level of expenses they incur. Health Plan Change - 07.01 b) - Changes to Extended Health, Dental and Increase in age from 70 to New Vision Care Benefit Plans -The Corporation 75 with a 10 year time shall pay 100% of the premium costs of the limited Extended Health, Dental and Vision Care Benefit Plans for 10 years after they have left office or until the Member attains age 75. Removal of Outside 08 - Old The Outside Agency Services account was Agency Support created to provide Members of Council with a budget for services not provided by staff Council support. Since the introduction of this expenditure, Members of Council have the availability of 3 Council Support staff hired by the City. Also this account has been used for web maintenance and Council constituent conducted events (ie. seniors safety seminar, local government educational seminars) In order to correctly reflect the allocation of these expenditures, funds will be moved to Promotions, Receptions and Communications and the Outside Agency Services account will be deleted. Clarification for Vehicle 08.01 b) - Clarification that mileage is not paid until the Allowance New outgoing and return trip exceeds 100 kilometres. The first 100 kilometres is covered under the Vehicle Allowance. 117 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 3 Title Change from 09 —New Title Change to include additional professional Conventions/Conferences and business development opportunities to Professional and related to City Business. Business Development 09.05— Removal of a daily per diem rate, New reimbursement for actual costs with supporting documentation Additional requirements for events outside of 09.08— North America. New Meals, Receptions, 11 - New Increased budget to provide for outside service Promotions & providers, individual ads and an additional Special/Community Events ticket for a spouse or guest at a social event where the Member of Council is attending in their capacity as an elected official and the event relates to City/Constituent business. Communications 12.01 - Clarification in wording. New Addition - Communications 12.02 — New Title— Returning of Equipment— New Clarification on wording and additional option for request and consideration to purchase equipment if Member of Council is not returning to office. Reimbursement of 12.03 - Deletion of reimbursement for home phone phone/internet usage New and cottage lines. -The City will reimburse for smart phones, iPad plans and home internet plans relating to City Business.These expenses adequately allow for off-site communications, access to emails and scheduling/calendar planning. The City will no longer reimburse for home phone lines unless the total costs are associated with City business. Members of Council must obtain appropriate voice and data plans when traveling outside of Ontario. The City will not reimburse a Member of Council for roaming charges where a device has been accidentally turned on or left on. 118 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 4 Constituent " 13.01 - The 4th year budget for Constituent Communications New Communications has been reduced to $2,000 for website expenditures only. As of January 1st, "In An Election Year"the preparing, printing and mailing of generic newsletters, neighbourhood letters and cooperative letters will not be reimbursed by the City. Addition of Website 14 - New Addition of wording for websites that Members Section of Council develop for constituent information and communication and that the Member requests reimbursement for. Additional information — In 15 — New The City cannot provide a subsidy to any An Election Year candidate in a municipal election campaign. Clarification has been added to the Policy regarding expense reimbursement that could be considered as a subsidy to an incumbent or promotional opportunities that incumbents have over other candidates. The Changes that have been made to the Policy assist with compliance with the Municipal Act, Municipal Election Act and the Council Code of Conduct. These changes will help Council provide an accountable and transparent municipal government. Members of Council are stewards of the taxes collected by the City from the public and are ultimately accountable to the public for the type and level of expenses they incur. Attachments: 1. Draft Council Compensation Policy 2. Existing Council Compensation Policy, as approved by Resolution # 54/11 Prepared By: Ap• • ed/Endorsed By: Debbie Shields Paul Biglen City Clerk Dire or, Core orate Services & City Solicitor 119 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 5 Approved/Endorsed By: Stan Karwowski Division Head, Finance &Treasurer Recommended for the consideration of Pickering City Council / �, zz, ZrD 5 Tony Prevedel, P.Eng. Chief Administrative Officer 120 Cal/ ATTACHMEitiTt TO E. CI.,K 03 -i5 City Policy PICKERING Policy Title: Council Compensation Policy Policy Number ADM 190 Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages Resolution #73/05 May 2, 2005 January 15, 2007 14 Resolution #12/07 November 19, 2007 Resolution #214/07 March 21, 2011 Resolution #54/11 September 19, 2011 Resolution #152/11 Approval: Chief Administrative Officer Point of Contact Director, Corporate Services & City Solicitor Policy Objective The objective of this Policy is to: 1. Provide consistent rules and guidelines for the Mayor and Members of Council. with respect to salary, expenses and communications of elected officials; and 2. Provide guidelines to staff to ensure all expenses are submitted and approved in accordance with the established parameters of the policy. Index 01 Definitions 02 Principles 03 Responsibilities . 04 General 05 Accounting Procedures 06 Salary 07 Benefits 08 Vehicle Allowance • 09 Professional and Business Development • 10 Councillors Stationary and Office Supply Budget 11 Meals, Receptions, Promotions & Special/Community Events 12 Communications 13 Constituent Communications• 14 Websites 15 In An Election Year 121 01 Definitions 01.01 Allowable or Eligible Expense—shall mean an expense that is provided for in this .olic p Y 01.02 Cooperative Letter- shall mean a letter or other printed document that contains information of interest to residents in more than one ward and which shall be mailed or distributed beyond a ward boundary. 01.03 Councillor—shall mean all Members of Council, excluding the Mayor. • • 01.04 Ineligible Expense—shall mean an ejnse that is not provided for in this policy. 01.05 Members of Council - shall inct_=the Mayor nd all Members of Council. _ 01.06 Neighbourhood Letter- shalrniean a document thatIti.Tafepared on letterhead and/or signed by a Membera nuncil and Se to a defined . neighbourhood o gonmunity of inest=within the constituency of a Member of Council_ _ _— 01.07 Newsletter- shall mean=a docent that rs anted on both sides and shall c_c a informationit# intere t_ta the constituents of a Member of CoWM ___ = - _ 01.08 Telecommunications Equipment- shall include all equipment capable of ransmitttn aovffril n_es anal;wireless modes =MD9 We i shall can a site_ory he World Wide Web that shall contain informs ionkof infelest to the constituents of a Member of Council. 02 Pri febles — When in pteting this Iolicy, the following principles should be kept in mind: Autonomy of =o _n_it — City Council, as the decision-making body of the City, is separate and cI1 itnct from the City administration. Integrity of Council —The integrity of City Council as a whole and the Office of the Members of Council must be protected. The interest of City Council as a whole takes precedence over the personal interests of individual Members of Council. Accountability—Since Members of Council use public funds when they perform their duties, the public expects public funds to be used prudently. Policy Title: Council Compensation Policy Page 2 of 14 Pciligt Number: ADM 190 Members of Council are the stewards of City resources and are ultimately accountable to the public and their constituents for the type and level of expenses they incur. Members of Council expenses must be reasonable and reflect what the public expects of an elected official. Transparency-The public has a right to•know how public funds allocated to • Members of Council are spent. The public's right to Council expense information rust be balanced against the need to protect privacy and personal informationd allow time for proper accounting and reconciliation of expenses. Responsibilities = • 03.01 Members of Council to: _ - • • a) adhere to and support OW-Council Qmpensati olicy; b) approve am _ents as prey me#-by the Chief Adrr►nistrative Officer; c) meet all financiaregal, dncomeTTx=obligations; and d) tay witfl udget guidelir4eisranA=expend ture categories. 03.02 Chief ministr tie Officer)_ �uppo-rte-Courrco�rnpersation Policy. 'BM City Cle.k=o: a) approve-any expreliditures in accordance with the policy; b dvise NLejnbers of Council of the status of their budgets; c) adv e=J embers of Council if any item appears to breach the Cou I-Compensation Policy; and d) make sure that supporting documentation is in place, and that expenditures conform with the policy. 04 General 04.01 This Policy shall be reviewed every four years prior to the budget meetings that follow the general municipal election. Policy Title: Council Compensation Policy Page 3 of 14 Policy Number: ADM 190 1 23 04.02 When a vacancy occurs and is subsequently filled, compensation, benefits and allowances shall be pro-rated to the term of office. 04.03 Items purchased for and expense reimbursements by the City and provided to a Member of Council will be charged to the Member's budget. 04.04 Reimbursement or payment by the City will not be made if it is not specifically provided for in this policy. 04.05 No budget amount shall be provided to a new Member of Council in an election year. 04.06 No remaining current budget allocat 0-n-sTgar:allowances can be carried forward into future years. 04.07 Individual Members of CoLifidg-hall not use CitTftnds to make individual grants or donattars_to organizations orp-ofsons for any form of sponsorship or fundraisin 04.08 Members of Counotwill not be rerrilltimed for expenditut‘s purchased through the use 6f-M-Wial-ds or poinniriagrams. - _ 04.09 Detailed listings of Cdfincil expenses areTrepared on a monthly basis for eas-ITMAnkber of Council andwalicly dalbsed on the City's = = 05 Accounting PWifeeduret'l fila0t7=-31ITmber oTetitiTicil-MWst=for rienses must follow basic accounting and dit p a) expenwes muNMate to the business of the City of Pickering; completetiages of all documentation pertinent to the expenditure must be attached to the expense reimbursement form. c) M-eml_DW--of Council must incur the expenses. Expenses incurred by tlIM'parties cannot be claimed; d) Members of Council must provide proper documentation, including detailed original receipts, invoices or e-bills, for all expense claims. Credit card receipts or statements alone are not sufficient and will not be accepted. In the case of any Internet online purchases, a copy of the confirmation is not enough for reimbursement the credit card statement must also accompany the documentation; Policy Title: Council Compensation Policy Page 4 of 14 Pcplg Number: ADM 190 e) invoices must include a description of the goods purchased or services rendered, the cost, applicable taxes and HST Registration Number; f) original signatures are required on all expense forms and invoices. Documentation with only signature stamps or electronic signatures will not be accepted; g) expenses must be submitted for reimbursement within 60 days of the expenditure; and h) Members of Council who charge fo=g x is against the current year must have received the goods a .6-arservices from the vendor before December 31st of the yfiaT 05.02 Reimbursement of expenses mst be competed by filling out the designated form, submit 1lnvoices with original signatures and appropriate authorization accounting Services=byt 2:00 noon on Wednesday in order for it to 37&processed in that wk's cheque run. 05.03 External Service '-aviders— payne _t call be made direetly by the City to the service provi =ern submisse of an original detailed invoice. An invoice for exterV 1 senvikes must contain, in addition to the name, address, date and aff-tionalVatails of'semijes provided such as itemiz rs by day;-1HST bun ssregisI on number and deo—A- l n e ork prov d . E nvo ce equire sign off by the Coeillor to in-deate that-Bites were received prior to authorization, and Wore payr nt can be cessed. 06 Solar—=— __ --'0W1 The rem rerumberationvayable tofhe Mayor shall be: a) $82,271 8 per ail um effective January 1, 2015; and b—every Jatry 1st thereafter the annual salary of the Mayor shall be nerease t the same rate/percentage provided to those en p es covered by the Collective Agreement for CUPE Local 1291 April 1st of the immediate preceding year. 06.02 The remuneration payable to a Councillor shall be: a) $34,280.64 per annum effective January 1, 2015; b) every January 1st thereafter the annual salary of a Councillor shall be increased at the same rate/percentage provided to those employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year; Policy Title: Council Compensation Policy Page 5 of 14 Policy Number: ADM 190 125 c) a Councillor shall be paid a per diem rate of 1.0% of their annual salary to cover attending a full day meeting, workshop, seminar or convention; and d) per diem payments payable to Councillors shall be paid monthly. Per diem payments shall cease on the last day that the Councillors remain in office and shall be pro-rated accordingly. 06.03 Remuneration payable to Members of Council shall be based on an annual rate and paid bi-weekly. Remuneration to Members of Council shall cease on the last day that the Member remains on the Council of the City of Pickering. =- 06.04 One-third of the remuneration li . embers of Council and local boards of the municipality is de fined _s=expenses incident to the discharge of their duties s=Members ofluncil or the local board. 07 Benefits: -- -=- 07.01 Health Plan =-- a) An Exten_del ealth Plan as a_provided to the non-union employeeshallevailableomll Members of Council and their families vhic Mal _des a p?ascription and dental plan, vises care plaTLand s prAvate l jspital coverage. L - For Member of- ourncil who s completed sixteen years of continuous service nand cease to be a Member for the reasons j t Qutjh-'ection 07=_Q_4 a), the Corporation shall pay 100% of _—__ =—=_ th°e_p_remium ci stof the=Extended Health, Dental and Vision _ Car • Renefit Plans-MA-the earlier of `l)= th _ate which is 10 years after the Member has left -- _—* officer ii) -__the date on which the Member attains the age of 75. Fing a Council member's death while in service, the Grporation shall continue to pay 100% of the premium costs flf-the Extended Health, Dental and Vision Care Benefit Plans in respect of a Member's surviving spouse and dependents for up to twelve (12) calendar months. _ 07.02 Members of Council, up to age 70, shall be provided a Term Life Insurance Policy in the following amounts: a) Mayor- $200,000 b) Councillor- $100,000 • Policy Title: Council Compensation Policy Page 6 of 14 Pcplre Number: ADM 190 c) Accidental death and dismemberment insurance coverage 07.03 A Member of Council may maintain a Registered Retirement Savings Plan (RRSP), either own or spousal, under Federal legislation to which the Corporation shall contribute a maximum of 13% of the Member's earned salary each year. a) To have the City make the contribution or reimburse for the contribution, the Member of Council must provide: i written confirmation that aw- mber has sufficient contribution room, as provad the Canada Revenue Agency on their notice- f_as-Qssment, to accommodate the City's contribution,sI J e prt €ied to the Treasurer no later than Decer _1 1st in any _'en year and the City's contribution st made directijr#oie RRSP no later than January _of the next calendai r; OR —_ ii evidence of a conttbon-br =Member towards an RRSP shall WW_--_--_puovided to thes asurer no later than December 31st in n n year. I_ ember will then be reimbursed for the corttrib cowto a maT num of 13% of the Member's earned sai r_y, n o a er than January 31st of the next calendar =dear. NW For thepurpose o -aleulating the f3% RRSP contribution amount-Me word "smeary" shall mean the annual base salary, pTO_ra o m.Membeinot holding office for an entire calendar year 1 he Mayar,andouncillors and it excludes all taxable -= benefits and allowari es c) T--af—e--contrib ron to an RRSP is a taxable benefit regardless of whet7ler it is p-a-rd to the Member of Council or the financial institafon. d)=L -ity shall make its contribution only in the month of January off-----fie next calendar year regardless of when the Member of Council made a contribution, except when a Member of Council ceases to hold office during the year, in which case a whole or partial contribution will be made in that year. 07.04 a) A Member of Council, with service of more than four consecutive years, may, upon written application to the Treasurer by the Member, or by a representative appointed in writing by the Member, receive severance remuneration upon ceasing to be a Member by reason of: Policy Title: Council Compensation Policy Page 7 of 14 Policy Number: ADM 190 1 27 i) election defeat; ii) resignation; iii) election to another government body; or iv) dying while in office if the Member is 70 years of age or over and not eligible to receive benefits under the City's group life insurance program. b) No Member of Council shall be entitled to receive severance remuneration if he or she ceases to be a Member by reason of resignation which is a result of or given in anticipation of: i) removal from office by,Witial process; or ii) notwithstanding the aye, disqualification under or by operation of any/ f tbb_Parliament of Canada or the Legislature of tbesovince ff Ontario. c) Severance remurWation shall be eqnlilo one month of salary for a Member ofi ncil, times the nurriWir==of years of • consecutive, uninti pted fullzervice of thekLlember, to a maximum amount payable of_ months rem-Nife.ration. Severn to amuneration rare calculated from the day the Membef glace to theLiay that the Member ceases to hold officer d °=f ritten apphc_ation for e erancem rnuneration must be received by the re rer withi T ix calendar months of a MemWt of Cour lmwasing to—e=a Member; otherwise any _entitle�rfent to severance remuneration shall be forfeited. -Up_ax _apprav_al of tl-e1_pplication by the Treasurer, a payment arrangement-Tbf�-_--rail bet-4- reed to that does not extend beyond four rears. Interest-4s not earned on the severance =_ .r mune` Lion if a payment arrangement is agreed on 08 Vehicfe_Allowance 08.01 A vehicle allovyapce is provided for in the annual Cu rrent Budget on a monTkr-basito°each Member of Council. • a) The ehicle allowance shall be deemed to provide for all travel and travel-related expenses less than 50 km one way from the Civic Complex and shall include but not be limited to fuel, parking, highway tolls, taxi fares, public transportation fares and valet services. b) Travel of more than 50 km one way from the Civic Complex shall be paid for the outgoing and return trip in excess of 100 kilometres at the per kilometre rate of reimbursement approved by Council or economy class return air fare between Toronto and the destination, whichever is the lesser. Policy Title: Council Compensation Policy Page 8 of 14 Pmfd$ Number: ADM 190 09 Professional and Business Development • 09.01 A budget of$12,000 per term for each Member of Council shall be provided. This will be an allocation of$3,000 per Member of Council in each annual budget for pro fessional and business development related to City Business. 09.02 Members of Council may attend the following programs that are relevant to a Member of Council's role/duties and relates to City Business: a) conferences and seminars; b) professional education and d e opinent programs; c) skills development programs; —_ d) business developme rade missions, resea h/study trips; and e) other City business or othertrave =quested by Council. 09.03 Expenses shall inc lude teal accommodation costs, registration costs, travel if applicable, hofel i it net/telephWa charges and meals if not provided by conference=-even c , here Midi are not otherwisemiAlmed or paid-or by ailMiller per perMitor body. 09.04 Accae nodation xpenses sa l be at the event headquarters and if not availabhen at fie nearest suitable hotel, motel, etc. and at a single occupancy oo = e= ll expenses over a single occupancy room rate = v lLbe the res Or sibilit -o_k-t-he Member of Council. 1135 Travel neeessar7 rofessio al and business development in excess of 50 kilomefine way_100 kilometres return from the Civic Complex, —shall be paidt_the per_ lometre rate of reimbursement approved in the Mrrent Budgr economy class return air fare between Toronto and theme--- stinatiorhichever is the lesser. Other travel related expenses such ?arl vehicle rentals, taxi fares, public transportation fares and highra=tolls incurred for travel beyond 50 kilometres one way, 100 Kilometre— turn shall also be reimbursed upon presentation of receipts. 09.06 Lost receipts will not be reimbursed. 09.07 Councillors must have Council approval in order for expenses to be reimbursed for any event outside of North America, unless the Mayor has delegated his authority under section 226.1 of the Municipal Act to represent the City in his place to the Deputy Mayor or a Councillor, if the Deputy Mayor cannot attend. Policy Title: Council Compensation Policy Page 9 of 14 Policy Number: ADM 190 1 29 10 Councillors Stationery and Office Supply Budget 10.01 An annual budget of$750.00 is provided for each Councillor for office supplies used for City business such as; personalized letterhead, business cards, toner cartridges, Commissioner Stamps, publications/books relating to City business. 10.02 All letterhead and business cards must comply with the City's template guidelines. 11 Meals, Receptions, Promotions & Special/Community Events 11.01 An annual budget of$5,000.00 is provigt dffor each Councillor for meals, individual ads, receptions, promotion t d pecial events where the Member of Council is required to ate in 5-1-Official capacity and the event relates to City/Constituer iciness. 11.02 Where an invitation is extentfezto a Member of Courwc ,to attend a function in his or her capacity assn electeeLofficial, th ember may request reimbursement for one aadit4pna et for a spouse=or guest, where appropriate en easonable -__ 11.03 Individual ads (i.e. neuuaperds, busi ess=card ads) must be placed in news or advertising media cireulate_d_withiri e_City of Pickering. Copies of print___alisviiiiist be provided with aLoice 11.04 The kflavill not reimburse a-:eni er of Co ncil for the mailing/distribution of any pfomotionahtem. Met_Reim-bursem764- -1IQ4 Reimbu-rsment shall be provided to Members of Council for the cost of =___= meals attefde_d fort e-purpose of discussing matters of City business as follows: a) -reburserret shall only be provided for reasonable food and alcohol expenses pon submission of the original restaurant bill providing details lepurchase and the HST number. The attendees and the reverse side of the bill; -= meeting is to be noted on the reve , - the meet purpose-oft g b) reimbursement for alcohol alone is not allowed; and c) Members of Council will not be reimbursed for any food, drink or alcohol for any social meal/event when taking City/Regional Staff or Advisory Committee/Board members out (ie. lunches, retirement functions, Holiday lunches). Policy Title: Council Compensation Policy Page 10 of 14 P1a6Y Number: ADM 190 12 Communications 12.01 A capital,budget of$10,000 per term, per Member of Council, shall be provided for the acquisition of computer hardware/software and telecommunications equipment. a) Expenditures of this allocation shall only be made in the first three years of office following a general election. b) No replacement computer hardware/software, telecommunications equipment or smart phones shall bukhased or leased for Members of Council unless it is Ic r' stolen, or no longer operates and cannot be repaired to its •® 1 A j_erating specifications. The old equipment must be returned, /or affidavit that the equipment has been lost or stolen mustuabmitted. - replacement equipment purchased under this St fron will be chargatto the Councillor's Budget. c) Following a general munic-p_ak le. n°; by-election -appointment, the new Mer-a-Er sJ of CoundirOalbe contacted by"sfaff to determine thate-erls, MembertCouncil may choose to be supplied with egpmerecommetcled by City staff or they may choose to be sup ed with*quipmeriffi-o_ktheir choice. The Ma I. T must erconsur o-verifYa_ompatibility and to clarify E ppar o_pportun fes _ prim-base. At the point of delivery of to equipr� t, Members-m Council all be required to sign a li Equipment Agreement which shall set out the equipment that — has e_enAa_p_iii d_to theNtember and the conditions under which it =`- -- as been pplie�i-7 121.32== Returning-WIE_quipnot by Members of Council: the equipent issued to Members of Council remains the property f the Cind shall be returned on completion of the term of office; b) eve _ember of Council who does not continue to hold municipal officehall return all computer hardware/software, telecommunications equipment and any other equipment purchased or leased on their behalf to the City by November 30th following a general municipal election or within 21 days of ceasing to hold office; c) notwithstanding section 12.02 b), an outgoing Member may request the purchase of such equipment. The Treasurer shall consider each request when submitted, taking into consideration the age of the equipment, its market value and any licensed software on equipment; Policy Title: Council Compensation Policy Page 11 of 14 Policy Number: ADM 190 131 • d) a Member of Council will be provided with the opportunity to purchase City owned equipment if he or she: - Has held office for at least one full term; - Is not standing for re-election; or - Has been unsuccessful in seeking re-election; e) the opportunity to purchase will not be available to a Member of Council who is disqualified or dismissed from holding office; and f) in the event the above-noted items arg not returned or purchased by the said date, the matter shall bfrred to the Director, Corporate Services & City Solicits pursue recovery. 12.03 The City will reimburse each memb-e_r=of Concil for phone/internet usage as follows: _ c). a newsletter, neighbourhood letter, cooperative letter, City-funded website or other communications media shall not contain information that would promote any candidate in an election; d) a newsletter, neighbourhood letter, cooperative letter, City-funded website or other communications media shall not contain advertising that would promote a product or service of a company, organization or individual; e) a Member of Council shall only be reimbursed for communication expenses relating to City business iffared through media that have general circulation in the City ofzing, such as a newspaper, radio or television station; anckf f) in the third calendar yea-� =term of of all communications must be delivered to t gjailing address-by cember 31st in order to be reimbursed by t ?uity. --- 14 Websites The City will reimburse MeiTibTersioiCouncil for t-- -e cost associated with development, licensing and F ain an a websit s follows: 14.01 a link t tfe=o_uncillor's ty-funcUO=:ansstitueht website will only be prov irrom _City of _tkea-=we= ender the Councillor's profile link; 14.02--Members _Coa ct Maianot co _ert an existing Councillor's City-funded _ ;io _s #uent-wsite to a-ofectioiampaign website; Q3 the City l reimb rse for the purchase of one domain name registration, web hosting ees an—g7hiebsite maintenance fees; 14.04 -1Mfe nbers of O ncil's City-funded constituent websites will be hosted ouftde of they's internet URL address and are entirely the resp.oaslbilit =Members of Council; 14.05 City staffbnnot provide any advice related to these external sites, including wording for disclaimers; 14.06 the City recommends that Members of Council choose a web-hosting company operating in Canada to reduce the risk of breaching the privacy of constituents under conditions of the United States Patriot Act, 14.07 use of the City logo and symbols must comply with all applicable City policies; Policy Title: Council Compensation Policy . Page 13 of 14 Policy Number: ADM 190 133 14.08 Members of Council's City-funded constituent websites cannot advocate for a political party, other levels of government, for-profit organizations or individuals not related to the business of the City, or for candidates in any municipal, provincial, federal election or by-election, or promote consent or rejection of a question on a ballot that has been submitted to electors; • and 14.09 Members of Council's City-funded constituent websites cannot contain advertising that would promote a product or service of any company, organization or individual. 15 In An Election Year 15.01 The Municipal Elections Act, 1996 sthat the City cannot provide a subsidy to any candidate in a munierp-ffa elect n campaign. Therefore, special conditions for expense TelMursementfoldVlembers of Council apply during an election year-` 15.02 In an election year the following onditionsshall apply=eftective January 1 Si: a) no Member of Cog_r-_cil _hall use thcilities, equipment, supplies, services, staff or of er rem:times of th-rr_unicipality for any election campaign or campairrelaedtivities; ATFACHK.91ro. TO REPORT* CLK 03 -1, 5 Cali 00 City Policy PICKERING Policy Title: Council Compensation Policy Policy Number: ADM 190 Reference: Date Originated: Date Revised: Resolution#73/05 May 2, 2005 January 15, 2007 Resolution#12/07 November 19, 2007 Resolution#214/07 March 21, 2011 Resolution #54/11 September 19, 2011 Resolution#152/11 Approval: Point of Contact: Chief Administrative Officer Director, Corporate Services &Treasurer Policy Objective The objective of this Policy is to: 1. Provide consistent rules and guidelines for the Mayor and Members of Council with respect to salary, expenses and communications of elected officials; and 2. Provide guidelines to staff to ensure all expenses are submitted and approved in accordance with the established parameters of the policy. Index 01 Definitions 02 General 03 Accounting Procedures 04 Responsibilities 05 Salary 06 Benefits 07 Vehicle Allowance 08 Council Support Services • 09 Conventions/Conferences 10 Meal Reimbursement 11 Councillors Stationary & Office Supply Budget 12 Communications 01 Definitions Added definition for Allowable or Eligible Expense 01.01 Cooperative Letter- shall mean a letter or other printed document that contains information of interest to residents in more than one ward and which shall be mailed or distributed beyond a ward boundary and may involve the participation of a community group. 135 • 01.02 Councillor—shall mean all Members of Council, excluding the Mayor. Added definition for Ineligible Expense 01.03 Members of Council—shall include the Mayor and all Members of Council. • 01.04 Neighbourhood Letter- shall mean a document that is prepared on letterhead and/or signed by a Member of Council and sent to a defined • neighbourhood or community of interest within the constituency of a Member of Council. 01.05 Newsletter- shall mean a document that is printed on both sides and shall contain information of interest to the constituents of a Member of Council. 01.06 Telecommunications,Equipment- shall include all equipment capable of transmitting over landlines and/or wireless modes such as-landline • telephones, cell phones, PDA's (Personal Digital Assistant), pagers, facsimile equipment or any hybrid of these items. 01.07 Website—shall mean a site on.the World Wide Web that shall contain information of interest to the constituents of a Member of Council. The website may be hosted on any server external to the City. New Section called "Principles" 02 General Changed location of this section and added one new point see 04.09 In new draft Policy. 02.01 This Policy shall be reviewed every four years prior to the budget meetings that follow the general municipal election. 02.02 When a vacancy occurs and is subsequently filled, compensation, benefits and allowances shall be pro-rated to the term of office. 02.03 Items purchased for and expense reimbursements by the City and provided to a Member of Council will be charged to the Member's budget. 02.04 Reimbursement or payment by the City will not be made if it is not specifically provided for in this policy. 02.05 No budget amount shall be provided to a new Member of Council in an election year. 02.06 No remaining Current budget allocations or allowances can be carried forward into future years. Pain Title: Council Compensation Policy Page 2 of 12 Policy Number: ADM 190 02.07 Individual Members of Council shall not use City funds to make individual grants or donations to organizations or persons for any form • of sponsorship or fundraising. 02.08 Members of Council will not be reimbursed for expenditures purchased through the use of rewards or point programs. 03 Accounting Procedures Changed location of this section and.added new points 03.01 Member of Council claims for expenses must follow basic accounting and audit principles: a) expenses must relate to the business of the City of Pickering; • Additional point added see 05.01 b) b) Members of Council must incur the expenses. Expenses incurred by third parties cannot be claimed; c) . Members of Council must provide proper documentation, including detailed original receipts, for all expense claims. Credit card receipts or statements alone are not sufficient and will hot be accepted. In the case of any internet online purchases, a copy of the confirmation must be printed and attached to the claim; d) invoices must include a description of the goods purchased or services rendered, the cost, applicable taxes and HST Registration Number; e) Members of Council must sign off all,receipts or invoices with original signatures. Documentation with only signature stamps or electronic signatures will not be accepted; f) expenses must be submitted for reimbursement within 60 days of the expenditure; and g) Members of Council who charge for goods against the current year must have received the goods and or services from the vendor before December 31st of the year; 03.02 Payment procedures for reimbursement of expenses must be completed by filling out the designated form and submitting with all invoices and original signatures to the Corporate Services Department by 12:00 noon on Wednesday in order to receive payment in that week's cheque run. Policy Title: Council Compensation Policy Page 3 of 12137 Policy Number: ADM 190 Additional point added on External Service Providers —see 05.03 draft policy 04 Responsibilities Changed location and cleaned up wording 04.01 Members of Council to: a) adhere to and support the Council Compensation Policy; and b) approve amendments as presented by the Chief Administrative Officer and/or Director, Corporate Services &Treasurer. Additional points added 03.01 c) and d) 04.02 Chief Administrative Officer to: a) support the Council Compensation Policy. 04.03 Clerk to: a) approve, in consultation with the Chief Administrative Officer any expenditures in accordance with the policy. Clarified City Clerks responsibilities—additional points 05 Salary Updated remuneration amounts 05.01 The remuneration payable to the Mayor shall be: a) $77,700 per annum effective January 1, 2011. b) Every January 1st thereafter the annual salary of the Mayor shall be increased at the same rate/percentage provided to those employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year. 05.02 The remuneration payable to a Councillor shall be: a) $32,367 per annum effective January 1, 2011. b) Every January 1st thereafter the annual salary of a Councillor shall be increased at the same rate/percentage provided to those employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year. c) A Councillor shall be paid a per diem rate of 1.0% of their annual salary for a total of ten days for attending a full day meeting, workshop, seminar or convention. PIIn Title: Council Compensation Policy Page 4 of 12 Policy Number: ADM 190 d) Per diem payments payable to Councillors shall be paid monthly. Per diem payments shall cease on the last day that the Councillors remain in office and shall be pro-rated accordingly. • 05.03 Remuneration payable to Members of Council shall be based on an annual rate and paid bi-weekly. Remuneration to Members of Council shall cease on the last day that the Member remains on the Council of the City of Pickering. 05.04 The one-third of the remuneration paid to Members of Council and local boards of the municipality is deemed as expenses incident to the discharge of their duties as Members of Council or the local board. 06 Benefits: • 06.01 Health Plan a) An Extended Health Plan as is provided to the non-union employees shall be available to all Members of Council and their families, which includes a prescription and dental plan, vision care plan and semi-private hospital coverage. b) For Members of Council who have completed fifteen years of continuous service and cease to be a Member for the reasons set out in Section 06.04 a), the Corporation shall pay 100% of the premium cost of the Extended Health, Dental and Vision Care Benefit Plans until the Member attains age 70. Increased age from 70 to 75 with a 10 year limit, so ten years or age 75. c) Following a Council member's death while in service the Corporation shall continue to pay 100% of the premium costs of the Extended Health, Dental and Vision Care Benefit Plans in respect of a Member's surviving spouse and dependents for up to twelve (12)'calendar months. 06.02 Members of Council, up to age 65, shall be provided a Term Life Insurance Policy in the following amounts: Updated to age 70 as per info from HR. a) Mayor-$200,000 b) Councillor- $100,000 c) Accidental death and dismemberment insurance coverage Policy Title: Council Compensation Policy Page 5 of 121 39 Policy Number: ADM 190 06.03 A Member of Council may maintain a Registered Retirement Savings Plan (RRSP), either own or spousal, under Federal legislation to which the Corporation shall contribute a maximum of 13% of the Member's earned salary each year. a) To have the City make the contribution or reimburse for the contribution, the Member of Council must provide: i Written confirmation that a member has sufficient contribution room, as provided by the Canada Revenue Agency on their notice of assessment, to accommodate the City's contribution shall be provided to the Treasurer no later than December 31st in any given year and the City's contribution shall be made directly to that RRSP no later than January 31st of the next calendar year. Or ii Evidence of a contribution by a Member towards an RRSP shall be provided to the Treasurer no later than December 31st in any given year. The member will then be reimbursed for the contribution, to a maximum of 13% of the Member's earned salary, no later than January 31St of the next calendar year. b) The word "salary" shall mean the annual base salary, pro- rated for a Member not holding office for an entire calendar year, of the Mayor and.Councillors and it excludes all taxable benefits and allowances. The contribution to an RRSP is a taxable benefit regardless of whether it is paid to the Member of Council or the financial institution. c) The City shall make its contribution only in the month of January of the next calendar year regardless of when the Member of Council made a contribution, except when a Member of Council ceases to hold office during the year, in which case a whole or partial contribution will.be made in that year. 06.04 a) A Member of Council, with service of more than four consecutive years, may, upon written application to the Treasuer by the Member, or by a representative appointed in writing by the Member, receive severance remuneration upon ceasing to be a Member by reason of: i) election defeat; ii) resignation; iii) election to another government body; or P4149 Title: Council Compensation Policy Page 6 of 12 Policy Number: ADM 190 iv) dying while in office if the Member is 65 years of age or over and not eligible to receive benefits under the City's group life insurance program. b) No Member of Council shall be entitled to receive severance remuneration who ceases to be a Member by reason of, or by resignation which, is a result of or given in anticipation of: i) removal from office by judicial process; or ii) notwithstanding the above, disqualification under or operation of any Act of the Parliament of Canada or the Legislature of the Province of Ontario. c) Severance remuneration shall be equal to one month of salary for a Member of Council, times the number of years of consecutive, uninterrupted full service of the Member, to a maximum amount payable of 24 months remuneration. Severance remuneration shall be calculated from the day the Member took office to the last day that the Member ceases to hold office. d) A written application for severance remuneration must be. received by the Treasurer within six calendar months of a Member of Council ceasing to be a Member; otherwise any entitlement to severance remuneration shall be forfeited. Upon approval of the application by the Treasurer, payment arrangement shall be agreed to that does not extend beyond three years. - 07 Vehicle Allowance Clarification in wording regarding mileage reimbursement only after 100 kilometres 07.01 A vehicle allowance is provided for in the annual Current Budget on a monthly basis to each Member of Council. a) The vehicle allowance shall be deemed to provide for all travel and travel-related expenses less than 50 km one way from the Civic. Complex and shall include but not be limited to fuel, parking, highway tolls, taxi fares, public transportation fares and valet services. b) Travel of more than 50 km one way from the Civic Complex shall be paid for the outgoing and return trip at the per kilometre rate of reimbursement approved by Council or economy class return air fare between Toronto and the destination, whichever is the lesser. 08 Council Support This section has been removed and included within other sections. Budget will be reduced in 2016 Budget Policy Title: Council Compensation Policy Page 7 of 12141 Policy Number: ADM 190 08.01 Council support services shall reflect the following: a) An annual budget of$4,800 is provided for each Councillor to provide services beyond those services provided by the Council support staff at the Civic Complex. b) The support staff assigned to the Councillor's Office are available to assist a Councillor, however, no other City staff shall be involved and any specialty work that is required shall be charged to the budget prescribed for communication media or the Allowance for Outside Secretarial Services. c) Payment shall be made directly by the City to the service provider upon submission of an original detailed invoice. An invoice for external services would contain, in addition to the name and address, additional details of services provided such as itemizing hours by day, HST business registration number and description of work provided. All invoices require sign off by the Councillor to indicate the services were received prior to authorization and before payment can be processed. 09 Conventions/Conferences This section has been renamed to allow for additional opportunities for professional and business development. Daily per diem rates have been removed must provide receipts for expenses and Council approval is required for Members of Council to go outside of North America. 09.01 A budget of$12,000 per term for each Member of Council shall be provided. This will be an allocation of$3,000.00 per Member of Council in each annual budget for conventions. Any over expenditure in the beginning year(s) of the term shall be deducted from the amount provided in the final year(s). a) For the purposes noted above, the word "convention/conference" 1. shall include seminars and workshops as provided in the annual 2. budget and excludes conferences/conventions paid by other 3. agencies such as the Region, Veridian, etc. b) Conference/convention expenses shall include actual accommodation costs, registration costs, and travel and meal costs. c) Accommodation expenses shall be at the convention headquarters and if not available, then at the nearest suitable hotel, motel, etc. and at a single occupancy room rate. All expenses over a single Pa142 Title: Council Compensation Policy Page 8 of 12 Policy Number: ADM 190 occupancy room rate will be the responsibility of the Member of Council. d) Travel necessary for conventions/conferences of more than 50 kilometres one way from the Civic Complex and shall be paid at the per kilometre rate of reimbursement approved in the Current Budget or economy class return air fare between Toronto and the destination, whichever is the lesser. Other travel related expenses such as parking, vehicle rentals, taxi fares, public transportation fares and highway tolls incurred for conventions beyond 50 kilometres one way shall also be reimbursed upon presentation of receipts. e) $90.00 per diem has been removed must provide receipts for reimbursement and some wording within this parg. has been moved, see 09.04 of new draft policy. An allowance of a maximum of$90.00 per day may be paid for ancillary expenses such as meals, taxi fares, parking, and telephone and hotel intemet charges where such expenses are not otherwise claimed or paid for by another person or body. This allowance shall be pro-rated for conventions that are less than one day. This per diem payment is • intended to cover out-of-pocket expenses for City business only. Additional points have been added see 09.07 and 09.08 of new draft policy. 10 Meal Reimbursement Changed title and added some Outside Support criteria and broke down areas in order to detail expenses better. Added eligible reimbursement for 1 additional ticket for a spouse to attend event with Member of Council- see 11.02. 10.01 Reimbursement shall be provided to Members of Council in the annual current budget for Receptions, Promotions and Special Events for the cost of meals to discuss matters of City business or attending functions that are connected to the business of the City as follows: a) Reimbursement shall only be provided for reasonable food and liquor expenses upon submission of the original restaurant bill providing details of the purchase and the HST number. The credit or debit card transaction slip may also be submitted. The.number of persons attending and the purpose of the meeting is to be noted on • the reverse side of the bill or slip. • • 11 Councillors Stationary and Office Supply Budget Policy Title: Council Compensation Policy Page 9 of 14 43 Policy Number: ADM 190 11.01 An annual budget of$750.00 is provided for each Councillor for office supplies used for City business such as; toner cartridges, stationary, Commissioner Stamps, publications/books relating to City business. 12 Communications 12.01 A capital budget of$10,000 per term, per Member of Council, shall be provided for the acquisition of computer hardware/software and telecommunications equipment. a) Expenditures of this allocation shall only be made in the first three years of office following a general election. Any acquisitions made following an election or appointment and prior to the approval of the following year's budget, shall be charged to this allocation. b) No computer hardware/software or telecommunications equipment shall be purchased or leased for Members of Council after January 1St in the year of a general municipal election unless it is lost or stolen, or no longer operates and cannot be repaired,to its initial operating specifications. The old equipment must be returned, and/or affidavit that the equipment has been lost or stolen must be submitted. Any replacement equipment purchased under this Section will be charged to,the Councillor's Budget. c) Following a general municipal election, by-election or appointment, the new Member(s) of Council shall be contacted by staff to determine their needs. Members of Council may choose to be supplied with equipment recommended by City staff or they may choose to be supplied with equipment of their choice. The Manager, IT must be consulted to verify compatibility and to clarify IT support opportunities before purchase. At the point of delivery of the equipment, Members of Council shall be required to sign the Home Equipment Agreement which shall set out the equipment that has been supplied to the Member and the conditions under which it has been supplied. • d) Every Member of Council who does not continue to hold municipal office shall ensure that all computer hardware/software, telecommunications equipment and any other equipment purchased or leased on their behalf by the City is returned to the City by November 30th following a general municipal election or within 21 days of ceasing to hold office. Added a new point so if a Member of Council wishes to purchase they can. PGI4¢Title: Council.Compensation Policy Page 10 of 12 Policy Number: ADM 190 In the event the above noted items are not returned by the said date, the matter shall be referred to the Chief Administrative Officer (CAO) to pursue recovery. 12.02 New wording for eligible reimbursement and to clarify that all Members of Council have communication devices that allow them to receive calls, emails and scheduling on the smart phones that the City reimburses for, . reimbursement for home phone lines or cottage lines are no longer eligible. The City will reimburse each member of Council for telecommunication charges as follows: a) Long distance, airtime, voice &data and other charges that are incurred for City purposes by Members of Council. b) Charges for the use of an Internet Service Provider by Members of Council for two locations, with an Internet Stick being deemed as one location. . 12.03 It is recognized that there are many various methods of communications media in order for Members of Council to communicate with their constituents, including newsletters,neighbourhood letters, cooperative letters and websites. Final year reduced to $2,000.00 for websites expenses only no reimbursements for newsletters or neighbourhood letters in an Election Year will be eligible. See new draft policy section "In An Election Year". A budget of$7,500 for the first, second and third calendar years.and $6,000 for the final calendar year of a term will be provided to each Councillor for these items. The City shall cover the.cost of preparing, printing and mailing newsletters, neighbourhood letters and cooperative letters as well as the cost of creating and maintaining a website as follows: . a) A newsletter shall not be mailed or otherwise distributed beyond the boundaries of the constituency of a Members of Council except where postal walks cross beyond the boundaries of their ward. In instances where Members of Council are assigned or appointed to additional duties, which may require some cross-ward boundary communication, exceptions may apply as determined by the City Clerk. These cross-ward mailings to fulfill additional duties shall not exceed 500 homes into a ward not represented by a Councillor and Policy Title: Council Compensation Policy Page 11 of 12145 • Policy Number: ADM 190 shall not occur after January 1st in the year of a general municipal election. b) New Section in draft Policy, see Websites 14 A link to the Councillor's City-funded website may only be provided from the City of Pickering website under the Councillor's profile link. c) The following conditions shall apply to the preparation/distribution of newsletters, neighbourhood letters, cooperative letters, websites and other forms of communication: i) On or after July 1 in the year of a general municipal election, no mailing or distribution of a newsletter, neighbourhood letter or cooperative letter shall occur where the costs shall be borne by the City. ii) On July 1 in the year of a general municipal election, the link from the City's website to any Members of Council's City- ' funded or personal website shall be severed until after the election. All expenses related to the personal website will not be reimbursed from July 1St to December 1st. iii) A newsletter, neighbourhood letter, cooperative letter, City- funded website or other communications media shall not contain information that would promote any candidate in an election. iv) A newsletter, neighbourhood letter, cooperative letter, City- funded website or other communications media shall not contain advertising that would promote a product or service of•a company, organization or individual. v) A Member of Council shall only be reimbursed for communication expenses relating,to City business incurred through a media that has general circulation in the City of Pickering, such as a newspaper, radio or television station. New section in draft Policy for"In an Election Year"- section clarifies what will not be reimbursed and what can be done with City funded websites. P$141:0 Title: Council Compensation Policy Page 12 of 12 Policy Number: ADM 190